a Senior Administrator, Planning & Operations

Alberta Innovates / InnoTech Alberta • Edmonton, AB

4d • Hybrid

About The Position

As a Senior Administrator, Planning & Operations, you will act as a central coordination and advisory resource on administrative coordination, processes, internal approvals, records, scheduling, documentation, financial and travel processes, and information flow. The position interprets policies and established procedures, provides advice to staff and leaders across InnoTech, and ensures requirements are met in a timely and consistent manner. This position independently manages a high volume of concurrent priorities, handles sensitive and strategic information, anticipates issues, and resolves complex coordination problems to mitigate risks associated with competing timelines, incomplete information, or unclear process ownership. The position also contributes to, and may lead, special projects, workflow improvements, as well as cross-functional initiatives that strengthen organizational effectiveness, standardization, and operational maturity.

Requirements

• Diploma in Business Administration, Office Administration, Public Administration, or a related field.
• Minimum 5 years of progressively responsible experience in administrative, operational coordination, or office management roles.
• Experience supporting senior leaders and multiple teams in a complex, fast paced organization.
• Experience interpreting and applying administrative policies, procedures, and approval processes.
• Experience with project or workflow tracking tools, reporting tools, and advanced Microsoft Office applications.
• Strong knowledge of administrative and office management practices, including records and information management, scheduling and event coordination, business documentation, and organizational operations.
• Working knowledge of corporate approval processes related to travel, expenses, purchasing, records, and document control.
• Proven ability to work across diverse stakeholder groups with discretion, maintaining confidentiality, accuracy, and high service standards.
• Ability to independently manage competing priorities and shifting deadlines in a fast‑paced environment, exercising sound judgment with minimal supervision.
• Strong interpersonal, communication, advisory, and client‑service skills, with the ability to influence action and resolve issues without direct authority.
• Excellent planning, coordination, attention to detail, and priority‑management skills, particularly when handling sensitive information.
• Ability to identify process gaps and recommend practical improvements.
• Intermediate to advanced computer and technical skills, including Microsoft Office Suite.

Nice To Haves

• Experience with Asana, Power BI, or related platforms is an asset.

Responsibilities

• Provide senior-level administrative and operational support to InnoTech leadership, serving as a trusted advisor on processes, priorities, correspondence, and cross‑organizational coordination.
• Manage information flow, triage requests, and build relationships across teams while informally guiding administrative staff to ensure consistency and high-quality service.
• Lead and support initiatives that strengthen operational maturity, governance, and workflow effectiveness across the organization.
• Identify improvement opportunities and collaborate with stakeholders to implement standardized processes, tools, and new ways of working.
• Prepare and manage complex correspondence, reports, presentations, and meeting materials aligned with leadership expectations.
• Develop trackers, analyze information, and monitor action items to support planning, prioritization, and decision making.
• Coordinate complex scheduling, meetings, events, and travel across InnoTech and Alberta Innovates, proactively managing conflicts and dependencies.
• Act as the primary liaison with administrative counterparts to ensure aligned logistics, approvals, and participant readiness.
• Oversee records organization, retention, and documentation practices to ensure compliance, audit readiness, and knowledge continuity.
• Address records management gaps and support continuous improvement in information management practices.

Benefits

• Comprehensive benefits, including health and dental coverage and pension benefits
• Vacation starting at three weeks, plus paid time-off programs that support balance
• Opportunities for learning and professional development
• Flexible work arrangements, where operationally feasible

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree
• Number of Employees: 11-50 employees